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HomeMy WebLinkAboutDepartment Head Meetings Minutes 03.24.2009MINUTES DEPARTMENT HEAD MEETING MARCH 24, 2009 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson Mary Embleton Rick Musson Bill Sheridan Kurt Markegard Jan Faught Sam Painter James Caniglia Nancy Schmidt Draft Council Workshop Ap-enda March 31, 2009 Ambulance: • Appointment of Terie Obritschkewitsch The appointment will be on the March 31 " council workshop agenda. Police Department: • Resolution - Agreements with Beartooth Harley-Davidson for police motorcycles Rick stated that the annual agreement is for three motorcycles, which will be picked up after the council approves the agreement. The city pays $300 for installation of equipment on the motorcycles and $150 for removal of the equipment. The city is also responsible for repair fees and maintenance costs. Public Works D artment: 0 Resolution - Cenex sewer line tie-ins Kurt explained the request from Cenex for sewer line tie-ins for the new buildings on the west side of the road. There was further discussion. A meeting will be set up prior to next Tuesday's department head meeting and Kurt will ask a Cenex representative to attend the council workshop. Resolution - Accept sign for Riverside Park (Eagle Scout project) Kurt stated that Keith Wheeler, an Eagle Scout, will bring the sign for the council to see next Tuesday. The sign will be installed after council approval at the council meeting on April 7`h. • Discussion - Vacating utility easement at TenderNest Kurt explained the issue with a utility easement at the TenderNest facility. Randy Swenson wants to construct another building over the existing utility easement, and he is willing to provide another utility easement to replace this one. There was discussion regarding the city asset and how to meet future growth needs. The city does not own the utility easement, and the power, cable, and phone companies would also have to agree. This issue will be discussed at today's meeting with Chad Hanson. • Update of water intake lid project Kurt stated that the water intake lid project has been completed. He will ask Pat Murtagh to present a report on the project at the next council workshop. Kurt will make sure that the permit requirements for the project have been met. + Public Works Committee - Recommendation regarding Community Hope Department Head Meeting Minutes of March 24, 2009 Kurt stated that the Public Works Committee recommended that the Public Works Director send a letter outlining the garbage rules and regulations to Community Hope. The recommendation needs to be presented to the city council. Clerk/Treasurer: • Administrative Charges Allocation/Rental Allocation Mary stated that Miral Gamradt will give a presentation at the March 31" council workshop. Chief Administrative Officer: • Resolution - Small Construction Contract with Rudy Groshelle Bill stated that Rudy Groshelle has not signed the contract yet, as he has three projects at Cenex. Kurt mentioned that the small construction contract does not need to go on the agenda since the price is under $5,000. Executive review: • Resolution- Local 316 Union contract The resolution and contract will be on the March 31St council workshop agenda. • Resolution - Full-time fire chief job description The resolution and job description will be on the March 315` council workshop agenda. • Authorization to request quotes for health insurance Mary stated that the Insurance Committee has not yet come forward with the proper request. The Mayor will ask if the council wants to go forward with requests for health insurance quotes. MMIA's preliminary rates will be available on April 15`. Mary briefly explained the RFP process. • Insurance Committee restructure Sam met with the union presidents and other representatives recently. Sam gave them the proposal and asked the unions to submit their comments, but he has not heard from them • Appointments: o Laurel Urban Renewal Agency Advisory Members: Steve Diefenderfer, Steve Solberg, Steve Zeier, Janice Lehman, and Jered Kaiser as alternate Mary mentioned that Mayor Olson might ask Steve Zeier to be staff since he represents Big Sky EDA. James stated that there should only be four advisory members. • U.S. Census Bureau- 2010 Census Mary reviewed the census packet yesterday. Local governments can voluntarily form a committee to promote accurate census counts, and the City of Laurel could appoint a committee. • Council Issues: o Walking bridge on West 12th Street (Chuck Dickerson) Bill stated that there would be discussion regarding hazards on the north end of the bridge. o Condition of alley between First and Third Streets (Chuck Dickerson) Kurt mentioned the lack of storm water in the Central Business District. Businesses dump water in the alleys, and there have always been issues in this alley, which has been paved for thirty years. 2 Department Head Meeting Minutes of March 24, 2009 James added two items to the March 31 " council workshop agenda: the utility tract by the church on West 9'h Street for storm water retention in the 8`h Avenue project; and a resolution of annexation for Maryland and Alder Avenues. There was discussion regarding the Nutting Drain, which runs down the middle of Iron Horse Station Subdivision. Mary stated that the Department of Revenue gave this property a Certificate of Survey and gave it to Marvin Brown, who needs to contact the Nutting Drain. The city does not want this property. Kurt spoke regarding the issues at 2057 East Maryland Lane. Sam explained that the county agreed to allow the city to annex the road next to this property. The county would then release the property owner from the RSID. Sam stated that the city has two options. The city could de-annex the property or annex the road in front of the property. The property owner recently wrote a letter to Bill Kennedy regarding her desire to de-annex from the city, keep the water service, and give up garbage service. In past discussions, staff has recommended that the property remain in the city. There was a lengthy discussion. Sam and staff members will write a letter to the property owner stating the city's consideration of the issue. Some of the property owner's claims are not factual. She is not surrounded by county since half of Yard Office Road to East Maryland Lane has already been annexed. Also, BFI and city garbage trucks use the road for garbage service. Kurt has spoken with Bob Moats regarding a trade-off of services if the city annexes the rest of the street. Sam again stated that staff needs to prepare a letter to submit to Mayor Olson for review. If the county chooses to release the property from the RSID, the issue is done. Department Reports: Ambulance Service There was no discussion. Clerk/Treasurer • Health Insurance Committee There was no discussion. Mary asked department heads to submit input for the RFP for janitorial services by Wednesday. Mary distributed a list of Laurel city properties for review last December. James, Sam, Kurt and Mary will meet on Tuesday, March 31 ", at 1:00 p.m. to review the list. Mary gave updates on some legislative items. Legislative updates may be added to the council workshop agenda. Fire D artment • Preparations for new fire station -- plans being reviewed Bill has asked three architects to provide plans for the fire hall. Mary mentioned that the fire department elected new officers, and the appointments should be on the March 31 't council workshop agenda. Library There was no discussion. Police Department 3 Department Head Meeting Minutes of March 24, 2009 Rick will post the relief dispatcher job opening. If there is no response, the position will be advertised. Rick attended a meeting in Helena last week. The city needs to decide whether to accept a $10,380 grant for hiring. Rick also stated that a decision is also needed regarding the COPS Grant. The grant would cover 100 percent of expense for an officer for three years and then require the city to cover the fourth year. City Planner • Various grants for "Laurel Dump Cleanup" James received information from BSEDA regarding an EPA grant on the date of the deadline to submit the grant. However, he is now on the EPA mailing list and should receive the information sooner. He called the contact in Helena today regarding grants, but she is on vacation this week. Public Works Department • Status of street plan A meeting is scheduled at 4:15 p.m. today. • Status of water intake at WTP Kurt stated that the water intake project is done. Status of Water Plant upgrade Kurt gave an update of the project, which should be completed and back online soon. The new pump will be installed in April. 0 Alder Avenue Kurt contacted DOT regarding the amount of millings that will be available from the MDT project. • Status of Main Street from 1" to 80' Avenues Kurt needs to contact the property owners for easements. He mentioned that two storm inlets need to be replaced and one inlet needs to be added. There was discussion. The project is scheduled to go out for bid in January 2011. Mary stated that a citywide storm water maintenance district is needed to address and pay for storm water issues. Bill added discussion regarding a storm water maintenance district to the March 31" council workshop agenda. • Report on progress with South Laurel Business SID There was discussion regarding two SIDS for the sidewalks and the repair of Southeast 4"' Street. A Notice to Proceed is needed for COP Construction to complete the project. Kurt stated that the asphalt plants might open on Friday, which is sooner than previously thought. COP Construction has several projects in Billings and might try to delay completion of this project. There was further discussion regarding the Laurel Urban Renewal Agency's understanding of the street repairs, as one member told Kurt that the street would be repaved as part of the project. James does not think the LURA members think it was included in the storm water project. Mary stated that financial misinformation has been given to the LURA. Kurt will get a task order from Great West Engineering to create the SID. Mary briefly explained the process to create a district. • Potential 61b Street SID project There was no discussion. 4 Department Head Meeting Minutes of March 24, 2009 • Status of Wastewater Plant upgrade After the DEQ comments are received, the city council needs to formally adopt the updated PER. • Frozen water line to Riverside Park Kurt stated that the water line was charged last week, and there are leaks in the line. Kurt needs to inform the council of the options, including replace the line, sleeve the line, or drill a well. • Solid waste truck purchase Kurt received truck specifications recently and will put the bid documents together. City Attorney Sam stated that work is being done to determine if the city should hire a consultant to review the original design of the water intake lids to provide input regarding the case. Mayor Olson • City calendar A meeting is scheduled on Wednesday. Chief Administrative Officer + Letter to Cenex regarding potable and fire flow water service improvement - changes Bill stated that Mayor Olson is reviewing the letter. • Bids on removal of wall sections - Mayor's conference room Bill stated that the contractor is working on three projects at Cenex. Other Rick asked regarding the annexation of Riverside Park. James asked Rick to attend the Planning Board meeting on April 2° to present information. Kurt stated that an Eagle Scout wants to paint the pool building. The Eagle Scout will present a plan to the Park Board, which will give a recommendation to the city council for action. There was discussion regarding liability. Kurt will contact MMIA. Kurt stated that Engineering, Inc. wants to close out the library parking lot pavement project. Since the engineers expended more money on the 8a' Avenue project, they will probably request more money from the city. The meeting adjourned at 4:10 p.m. Respectfully submitted, Cindy Allen Council Secretary 5